Academic Gateways (Pvt) Ltd
Last Updated: 20 September 2026

1. Introduction

Academic Gateways (Pvt) Ltd (“Academic Gateways”, “we”, “us” or “our”) respects your privacy and is committed to handling your personal information responsibly and securely.

This Privacy Policy explains how we collect, use, store, share and protect personal information when you:

• visit our website;
• submit an online enquiry or questionnaire;
• respond to one of our Facebook, Instagram or other online advertisements;
• contact us by telephone, WhatsApp, email or social media;
• attend one of our seminars, webinars or counselling sessions;
• use our overseas education counselling services; or
• proceed with a university, college or other study-abroad application through us.

This policy should be read together with any specific privacy or consent notice displayed when you submit information to us.

2. Information We May Collect

Depending on the stage of your enquiry or application, we may collect information including:

Contact information:
Your name, telephone number, WhatsApp number, email address, residential location and preferred method of communication.

Educational information:
School, university or other educational history, examination results, academic qualifications, transcripts, English-language test results and other relevant qualifications.

Study preferences:
Preferred country, university, course, study level, intake, career interests and estimated study budget.

Personal and identification information:
Date of birth, nationality, passport or identification details and other information necessary for an admission or visa-related process.

Employment information:
Employment history, occupation, work experience and professional qualifications where relevant to an application.

Financial information:
Information relating to the availability of funds, sponsors or financial capacity where this is relevant to university admission or visa requirements.

Application documents:
Copies of passports, certificates, transcripts, CVs, statements of purpose, recommendation letters, university correspondence and other documents you provide for your application.

In certain cases, an application may require additional information such as health, disability, family or other information required by a university, immigration authority or other relevant organisation. We will seek to collect such information only when it is reasonably necessary for the service being provided.

3. How We Collect Your Information

We may receive personal information:

• directly from you;
• from a parent, guardian or sponsor with your knowledge;
• through our website;
• through online enquiry or assessment forms;
• through Facebook, Instagram, Google or other advertising platforms;
• through WhatsApp, email, telephone or social media;
• during counselling sessions, webinars, seminars and events;
• through universities, educational institutions or authorised education partners where relevant to your application; and
• from service providers or referral partners involved in your study-abroad enquiry.

When you submit information through a third-party platform such as Facebook, Instagram, WhatsApp or Google, that platform may also process your information according to its own privacy terms.

4. Why We Use Your Information

We may use your personal information to:

• respond to your enquiry;
• understand your educational background and study interests;
• assess potential study destinations, courses and institutions;
• provide education counselling;
• communicate with you regarding your enquiry or application;
• assist with university or college applications;
• assist with documentation and admission procedures;
• provide general guidance regarding student visa requirements;
• assist with scholarships, accommodation, insurance, pre-departure preparation or related student services where applicable;
• communicate with universities and authorised education partners;
• maintain records relating to your enquiry or application;
• improve our counselling and student-support services;
• manage our website and online services;
• protect our systems against misuse or security threats;
• meet applicable legal, regulatory or contractual requirements; and
• send study-related information and promotional communications where you have agreed to receive them or where otherwise permitted.

We will not use personal information for purposes that are incompatible with the purpose for which it was collected without an appropriate basis for doing so.

5. Online Advertising and Lead Forms

Academic Gateways may advertise its services through platforms such as Facebook, Instagram, Google, YouTube and other digital channels.

When you voluntarily complete a lead form, questionnaire or enquiry form following one of our advertisements, the information you submit may be transferred to Academic Gateways so that we can respond to your enquiry and assess your study-abroad interests.

Completing an enquiry form does not oblige you to proceed with Academic Gateways.

6. WhatsApp, Telephone, Email and Other Communications

If you provide your contact details, we may use them to respond to your enquiry and communicate with you regarding services that you have requested.

Where you separately agree to receive promotional communications, we may also send information about courses, universities, scholarships, webinars, application opportunities and related overseas education services.

You may ask us to stop promotional communications at any time by contacting us or advising our counsellor that you no longer wish to receive them.

Stopping marketing communications will not prevent us from communicating with you where necessary regarding an active application or service that you have requested.

7. Sharing Your Personal Information

We do not sell your personal information.

Where necessary to provide the services requested by you, relevant information may be shared with appropriate parties such as:

• universities, colleges and other educational institutions;
• authorised university representatives and education partners;
• application or admission platforms;
• language-testing or education-related service providers;
• insurance, accommodation or other student-service providers where requested by you;
• visa or immigration-related service providers where appropriate;
• IT, CRM, cloud-storage, website, email and communication service providers supporting our operations; and
• government, regulatory or law-enforcement authorities where disclosure is legally required.

We aim to share only the information reasonably required for the relevant purpose.

Submission of information to a university, immigration authority or other independent organisation may also be subject to that organisation’s own privacy policy.

8. International Transfer of Information

Overseas education applications naturally involve organisations located outside Sri Lanka.

Accordingly, personal information may need to be transferred to universities, education providers, authorised partners or service providers in countries including Australia, the United Kingdom, Canada, New Zealand, Ireland, Germany and other destinations relevant to your application.

We will take reasonable steps to ensure that international transfers of personal information are made for legitimate study-abroad purposes and are handled in accordance with applicable data-protection requirements.

9. Student Documents

During an active application, you may provide important documents such as passports, academic certificates, transcripts, financial documents and other supporting material.

We request students to provide only documents reasonably required for counselling, admission, visa-related support or other requested services.

Access to student documents should be limited to authorised personnel and relevant organisations involved in providing the requested service.

Students should avoid sending unnecessary confidential information through open social-media comments or other public channels.

10. Information Relating to Students Under 18

Some students seeking overseas education may be under 18 years of age.

Where appropriate, we may request involvement or consent from a parent or legal guardian before collecting or processing certain information or proceeding with particular services.

Parents and guardians may contact us if they have questions regarding information relating to a minor.

11. Data Security

Academic Gateways takes reasonable administrative, organisational and technical measures to protect personal information against accidental loss, unauthorised access, disclosure, alteration, misuse or destruction.

These measures may include access controls, password protection, restricted access to student files, secure systems and staff awareness regarding the appropriate handling of personal information.

However, no internet, email, messaging or electronic storage system can be guaranteed to be completely secure.

12. How Long We Keep Information

We aim to retain personal information only for as long as reasonably necessary for the purpose for which it was collected.

Enquiry information relating to students who do not proceed with an application may normally be retained for a reasonable follow-up period and then deleted or anonymised when it is no longer required.

Where a student proceeds with an application, relevant records may be retained for a longer period to manage the application, provide continuing support, maintain appropriate business records, resolve disputes and comply with legal or contractual requirements.

Copies of highly sensitive documents should not be retained longer than reasonably necessary once the relevant application or service has been completed, unless there is a legitimate reason or legal requirement for continued retention.

We periodically review information held by us and may securely delete or anonymise information that is no longer required.

13. Your Privacy Choices

Subject to applicable law and relevant exceptions, you may contact Academic Gateways to:

• ask what personal information we hold about you;
• request correction of inaccurate or incomplete information;
• ask questions about how your information is being used;
• request that information no longer required be deleted where appropriate;
• object to or raise concerns regarding particular uses of your information;
• withdraw a consent that you previously provided, where processing is based on that consent; or
• ask us to stop sending promotional communications.

Withdrawal of consent will not normally affect processing that lawfully occurred before the withdrawal.

Certain information may need to be retained where required by law, for legitimate record-keeping purposes, or in relation to an ongoing application, contractual obligation or dispute.

14. Accuracy of Information

Students are responsible for providing accurate and genuine information and documents.

Please inform us if your contact details, passport information, educational information or other relevant details change while we are assisting you.

Academic Gateways may request clarification or updated documents where reasonably necessary to provide its services.

15. Third-Party Websites and Services

Our website or communications may contain links to universities, government websites, application portals, accommodation providers or other third-party services.

Academic Gateways is not responsible for the privacy practices of independent third-party websites or organisations.

We recommend reviewing their privacy policies before providing personal information directly to them.

16. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our services, technology, business practices or applicable laws and regulations.

The latest version will be published on our website with the date of the most recent update.

17. Contact Us

If you have questions, concerns or requests relating to this Privacy Policy or the personal information held by Academic Gateways, please contact:

Academic Gateways (Pvt) Ltd
Yakkala, Sri Lanka
Email: contact@academicgateways.lk
Telephone: 0771 34 3300 / 0788 34 3300
WhatsApp: 0771 34 3300
Website: www.academicgateways.lk

Please include sufficient information for us to identify and respond to your request.

18. Consent and Acknowledgement

Where consent is required, Academic Gateways will seek to present the consent request separately and clearly.

Submitting an enquiry does not automatically mean that you agree to receive all future marketing communications. Where appropriate, promotional or marketing consent will be requested separately.

By providing information to Academic Gateways in connection with an enquiry or requested service, you acknowledge that you have been provided with information about how Academic Gateways handles personal information as described in this Privacy Policy.